Amen Clinics

Assistant Clinic Director

Job ID 2021-1491
Job Locations
US-CA-Walnut Creek
Full-Time Regular

Job Summary

Amen Clinics are outpatient health care clinics that have been providing mental wellness strategies to patients of all ages since 1989. We offer patient-first experiences and customized solutions to an array of behavioral and psychiatric conditions. Amen Clinics employs an array of healthcare professionals across our nationwide locations, including: psychiatrists, integrative physicians, nutritionists, therapists and wellness coaches. These practitioners have diverse educational backgrounds and specialties and are skilled at treating patients in the least harmful, most effective means possible. We use all the tools available to us to help make brain health happen. We believe that a better brain always leads to a better life and that achieving our mission will help to prevent and alleviate suffering, not only for individuals, but also for generations of individuals.


Job Summary

The Assistant Clinic Director assists the Regional Director of Operations in managing the day-to-day business operations of a complex and fast-paced outpatient psychiatric clinic. The Assistant Clinic Director manages and assists with a wide variety of duties and responsibilities to support overall business wellness and ensure the financial success and viability of the clinic. The Assistant Clinic Director helps ensure the clinic is providing patient care and customer service support that aligns with the mission and values of Amen Clinics.

Essential Duties & Responsibilities

  • Assist the Regional Director of Operations in managing the day-to-day operations of the clinic and responsible for clinic operations in the absence of the Regional Director of Operations.
  • Ensures clinic operations are consistent with Amen Clinics standard operating
    • Responsible to ensure open lines of communication with clinic staff through daily huddles, weekly staff meetings,
    • Responsible for patient and staff schedules and to monitor both to minimize downtime and overtime
    • Responsible to oversee staff responsibilities, to delegate tasks as needed and to ensure assigned tasks are complete
    • Provides support for the Clinic Outreach Manager to help plan and implement the annual calendar of activities including conferences and other clinic events
    • Provides support as needed to ensure patient complaints are handled in a professional and courteous manner and acts as a decision maker when complaints require escalated customer service support
    • Trains and coordinates education of Patient Care Coordinators; Assists with scheduling of and administration of training for Patient Outcome Managers, Nuclear Techs, and other staff
  • Oversee the administrative functions of the clinic to ensure smooth and efficient Clinic Operations
    • Completes reports as needed (daily, weekly, monthly)
    • Process and approve timesheets for exempt and non-exempt staff in ADP
    • Process provider pay reports for physicians and review complete timesheets for Nuclear Techs
    • Completes the daily deposit as needed
    • Liaison with building maintenance and management as needed
    • Completes office and clinic/nuclear medicine supply orders
    • Oversees Accounts Receivables/collections status reporting
  • Primary responsibility for the day-to-day operations of the Functional Medicine and Ancillary Services Departments
    • Manages the Functional Medicine and Ancillary Services support teams including the Patient Care Coordinator(s), Registered Nurse(s), Medical Assistant(s), and qEEG Technician(s)
    • Oversees budgets, scheduling, and ensures clinical operations support is provided to all clinics
    • Manages the weekly supply ordering and inventory counts
    • Acts as liaison with the laboratory and other vendors
  • Other duties as assigned

Qualifications, Knowledge, Skills & Abilities

Qualifications and Requirements:

  • Bachelor’s Degree in Business, Healthcare Administration, or similar field required; Master’s Degree preferred
  • A minimum of 5 years of professional experience in a clinic or medical practice setting required
  • Must have experience managing interdisciplinary teams of varying experience and skill sets including physicians
  • Must have operations management experience dealing with employees at all level of the organization

Knowledge, Skills and Abilities:

  • Knowledge of general clinical or medical practice management and processes
  • Knowledge of administration, operations and general business practices
  • Knowledge of basic/intermediate level medical terminology
  • Knowledge of Electronic Medical Records (EMR) systems; BestNotes system knowledge preferred
  • Knowledge of daily/weekly/monthly reporting, revenue forecasting, cash flow and profitability
  • Knowledge of employee scheduling, payroll and timekeeping practices
  • Knowledge of ADP Workforce Now preferred
  • Intermediate/Advanced computer skills including Microsoft Office Suite (Word, Excel, PowerPoint and Outlook), web-based applications and internet research
  • Strong verbal/written communication and listening skills; including excellent impersonal skills and telephone communication
  • Excellent leadership skills and the ability to work well within a team
  • Excellent attention to detail, organizational and time management skills
  • Ability to analyze and reason through complex data and create solutions
  • Ability to be proactive, use initiative and demonstrate innovation and creativity
  • Ability to establish and maintain effective working relationships with patients, clinical staff, and co-workers
  • Ability to manage multiple priorities simultaneously
  • Ability to maintain confidentiality of sensitive information
  • Ability to communicate effectively to all organizational levels utilizing clear and comprehensive written and oral communication.
  • Ability to anticipate work needs and follow through with minimum direction

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

  • Frequent sitting for long periods of time
  • Frequent typing and viewing of a computer screen
  • Frequent use of hand and fingers with machines, such as a computer, copier, fax machine, scanner and telephone
  • Frequent hearing, listening and speaking by telephone and in person
  • Occasionally required to stand, walk, reach with hands and arms, stoop or bend
  • Occasionally required to lift objects up to 15 lbs. with ability to lift multiple times per day

Work Environment:

The work environment described here are representative of those that an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

  • Work indoors in temperature-controlled environment
  • The noise level is usually moderate


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